Grants talk:PEG/WM AR/Annual Program Plan 2012/Report/Q4

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A few questions about WMAR's activities[edit]

Thank you for the report. Now that Q4 has been completed, we have a few questions about your reported activities in respect to your annual plan:

  1. Is it correct that there was far less federalization-related travel and activity than was planned or were there other activities completed besides the Córdoba initiative?
  2. Did anything come of the plans mentioned in Q1 for activities in Rosario City?
  3. Did WMAR complete the copyright policy mentioned in the budget?
  4. Did WMAR complete the legal guide for GLAM mentioned in the budget?

Thank you! We look forward to your responses. Best, Winifred Olliff (Grants Administrator) talk 18:19, 27 March 2013 (UTC)

Hi Winifred, I'm answering your questions:
  1. An anon edit changed the Q2 activities for the Q3 ones [1]. On June 5-7, it was hosted in Rosario the 5th International Forum of Digital Journalism and Wikimedia Argentina organized three workshops about how Wikipedia, Wikimedia Commons and Wikinews work. The workshops and panels were given by Evelin Heidel, Beatrice Murch and Leandro Kibisz. You can see the program of the event here and the explanation of the workshop here (both in Spanish). There was also a round of presentations and workshops about Wikipedia at the National University of Cuyo, in Mendoza. Also we have the activities in General Deheza (Córdoba Province) so we had in total 4 activities outside Buenos Aires.
  2. Explained in 1.
  3. The idea was suspended after Beatriz Busaniche's depature. Instead there was a workshop about copyright and GLAM made by Claudio Ruiz (Creative Commons) and Roxana Donoso (Library of the Chilean National Congress) and a presentation of them at the National University of La Plata, both in September 2013.
  4. Evelin Heidel is still working on it although the work has been delayed because of personal issues. We request to keep these funds for 2013. --Osmar Valdebenito (WMAR) (talk) 16:33, 30 April 2013 (UTC)
Thank you for these answers! Cheers, Winifred Olliff (Grants Administrator) talk 21:46, 9 May 2013 (UTC)

Funds spent after 31 December 2012[edit]

In accordance with section 4.4 (a) of the grant agreement, funds not used before 31 December 2012 will need to be be deducted from a future grant disbursement or otherwise returned to WMF. Since WMAR and WMF have entered into a new grant agreement, WMAR is no longer eligible for an extension. In this case, remaining funds may be deducted from the second installment of WMAR's FDC allocation after WMAR has submitted its complete financial report. Regards, Winifred Olliff (Grants Administrator) talk 18:19, 27 March 2013 (UTC)

Does this include the expenses related to the 2012 Annual Plan that were done in the first days of 2013 or not? For us, it seems perfect to deduct the remaining 93.283,97 83.283,97 ARS from the 2013 Annual Plan, but not the 133.004,66. --Osmar Valdebenito (WMAR) (talk) 15:23, 29 April 2013 (UTC)
Hello, Osmar: apologies for taking a few weeks to get back to you on this.
  1. The best time to clarify the underspend is probably the time when WMF reviews WMAR's complete financial report for 2012; do you know when that might be ready?
  2. Part of what we are having difficulty understanding is what you mean by "Net income" as distinct from "Revenue" in this case. Perhaps this is also clarified in your full financial report, but please offer us an explanation here so that we may better understand your Q4 report.
  3. We are unsure why you are including expenses from the first quarter of 2013 with this report, since presumably you have reported on those expenses in your first progress report for your annual funds allocation from the FDC.
Thanks for your patience; we want to make sure we are understanding your report correctly. Cheers, Winifred Olliff (Grants Administrator) talk 17:50, 22 May 2013 (UTC)
Thanks Winifred for your answer.
  1. We are already working in the final details of the accounting and then we will work on the final report. We expect to publish our annual report by mid-July but probably we will have the financial part ready before the end of June.
  2. "Revenue" would be any income (member fees, grants, etc.) and "Net income" would be the result of the revenues minus expenses. Obviously, in the final report will be clarified.
  3. Those expenses, although were made technically in 2013, refer to projects from the 2012 grant. For example, some brochures were requested to the printing company on mid-December and were delivered in Jan 2013 and paid at that date or the 2013 office rental that was paid in April 2013 because of some banking issues of the tenant; we are including them here AND NOT in the FDC report of 2013 to avoid any duplication. --Osmar Valdebenito (WMAR) (talk) 18:50, 11 June 2013 (UTC)

Financial report past due and report for Q4 accepted[edit]

Hello, Osmar:

We have not yet seen your financial report for 2012. As you may recall, it was due by the end of June according to your transitional annual grant agreement. Unfortunately, this makes WMAR out of compliance with its current grant agreement which does affect its eligibility for FDC 2013-2014 Round 1. I'd therefore recommend that you publish this financial report as soon as possible and notify us (and also link to it from the reports table on Meta so that our finance team reviewing eligibility may find it there. Eligibility is announced 15 July, so it would be best to be back in compliance by then. As always, please contact us with any questions.

As long as the project activities occurred in 2012, you may report them in that year and use the funds from this grant to cover them. They should be reported with your 2012 grant, which I hope will be clear in your financial report or in a final grant report for this grant.

Also, this Q4 grant report is otherwise accepted. Please accept our sincere apologies for the delays while we clarified our processes around this and checked these agreements.

Best, Winifred Olliff (Grants Administrator) talk 19:22, 2 July 2013 (UTC)

Hi Winifred, the financial report will be published before next Friday July 6th. --Osmar Valdebenito (WMAR) (talk) 15:04, 3 July 2013 (UTC)
Thanks for the update, Osmar! Cheers, Winifred Olliff (Grants Administrator) talk 01:01, 4 July 2013 (UTC)
The report is available here. --Osmar Valdebenito (WMAR) (talk) 14:09, 8 July 2013 (UTC)

Change made to the documentation of expenditures[edit]

Reviewing the expenses made between 2013-01-03 and 2013-03-31 for our FDC report for 2013 Q1 and differentiating them between the expenses related to this grant and to the FDC grant, we notice that the ED salary for December 2012 (paid in January 2, 2013) was not included in this report. I've included this on the final table considering the additional 10,000 ARS. If there is any question, feel free to ask. Regards, Osmar Valdebenito (WMAR) (talk) 20:57, 30 April 2013 (UTC)

Thank you for the update. Winifred Olliff (Grants Administrator) talk 21:57, 9 May 2013 (UTC)